First Step

If you are contemplating a move to an office that is currently occupied by your department/school/administrative
unit, you must first check with your supervisor and receive his/her approval. The
supervisor will then submit the request and justification to your Vice President for
approval. Your request will not be processed without the approval of the Vice President.

If you wish to move to an office that has not been occupied by your department/school/administrative
unit previously, you must first receive the approval from your supervisor. The supervisor
will then submit the request and justification to your Vice President and the Vice
President of the administrative unit that owns the office. Your request will not be
processed without the approvals of appropriate Vice Presidents.

In some cases, Vice President(s) may forward your request to the Space Committee for
review and recommendation.

Before re-arranging or renovating the workplace, you must first contact Facilities
Operations for a space analysis. If additional network or telephone jacks are needed,
you must also contact the IT Department for an evaluation. All changes/additions must
adhere to ADA and fire code requirements and must be approved by the Facilities Operations
and/or IT Department.

Supervisors are responsible to fill out the request forms on behalf of new employees
prior to their arrivals.

Please make a duplicate of the Office Move Request Form when completed and send one
copy to Tom Struble (Facilities Operations room 120) and one copy to HelpDesk at HelpDesk@SouthernCT.edu or (203) 392-5123.

Request Procedures

Request for the move must be submitted four weeks prior to the move. Fill out and submit the Office Move Request Form to Facilities Operation. Your request will not be processed without required signatures.
If there is cost involved, your request will not be processed without the approval
of the funding.

Move requests due to the following reasons will be processed and scheduled immediately:

Security and safety

ADA or health-related

Other emergencies

All other requests will be processed in the order of receipt and scheduled into the
next available "campus moving day". Due to the large volume of requests and limited
resources, there may be a 6-8 weeks wait until the actual moving date. IT and Facilities
Operations have designated Fridays as the "Office moving day". Moves will be scheduled
to achieve maximum efficiency and cost benefit, particularly with respect to the utilization
of the moving contractor.

Employee will be notified two weeks prior to the actual moving date. Employee do not
need to be present for the move. However, the move may be rescheduled if the preparation
is not completed (see Preparation for the Move).

Costs

Additional fees will be assessed for new furniture, renovation, mechanical or cosmetic
work as result of the move. In this case, the cost will be directly billed to the
department/school. The average fees are listed as follows. The actual cost may vary
depending on the room layout, underlying building structure, and availability of the
services:

If new furniture is required, Facilities Services will work with you to select the
furniture and provide a cost estimate. Note that any additions/changes may cause delays
of the move and furniture orders take on average 12 weeks for delivery.

Preparation for the Move

If your move has been fully approved then follow the steps outlined below to prepare
for your move. A successful move is best achieved by good planning. If more than one
employee is moving within a department, having one person from the department to help
coordinate the move process is highly recommended. Questions about upcoming move should
be directed to:

Karen Arborio for interior design

Thomas Struble for moving

Al Gulianello for electricity

Don Neznik for keys

Tony Brunetti for mail services

Paul Loescher for signage and building directories

IT Help Desk for computer, telephone, and network connection

Packing Your Office

Packing up your office is your responsibility. Cardboard boxes and tape can be provided.
Call extension 26070 to request packing materials. Contents of all file cabinets,
desks and bookcases will need to be packed prior to your move date. Label everything
clearly with your name, department and new building and room number. It is strongly
recommended that you or a designee be present on moving day. It is also recommended
that you provide contact information to Facilities Operations for the move. Note that
only state-owned properties will be moved.

Moving Telephone

In general, you will be using your current telephone in your new location. Label your
phone with your name, department, new building and room number. IT will transfer your
phone number to the new location right before the scheduled move. When you arrive
at your new office, please verify that there is a dial-tone on your phone. Your calls
will now begin ringing on your desk. If there are any changes in office location and/or
moving date, please contact IT Help Desk as soon as you have that information. A minimum
of two days is required to adjust for any changes. Otherwise, service will not be
available at the time you move into your new office.

Moving Computers and Printers

Facilities Services personnel will physically move computers and printers but they
will not unplug or un-cable equipment. Guidelines for moving equipment are as follows:

Shut down and power off your computer before the move.

Make a backup of all your critical files.

Computer equipment, including printers, will be moved with all other contents to be
moved. Technical support, including disconnecting and reconnecting equipment, will
be coordinated by IT and Facilities Operations.

Exception: IT will move computers under the following conditions:

Only involves computer and nothing else

Is within the same building and

There is an elevator in the building

After the Move

As you settling into your new office, a few things to follow up:

Check your phone and make sure that you hear dial-tone. Questions should be directed
to IT Help Desk.

Turn on your computer and make sure that you are connected to the network. Questions
should be directed to IT Help Desk.

Fill out and sign the equipment inventory record form and submit it to Facilities
Services.

Check with your supervisor for the keys to your new location.

Notify mail service of your new address.

If new signage is required, ask your supervisor to contact University Architect's
office.

Contact Facilities Operations if you need assistance in hanging pictures or other
wall mounted items.